Edward Byrne Memorial Justice Assistance Grant (JAG)Non-Drug Task Force 2017 Pre-Bid Training Missouri Department of Public Safety Criminal Justice/Law Enforcement Unit March 10, 2017
CONTACT INFORMATION Heather Haslag, Program Manager P: (573) 751-1318 E: firstname.lastname@example.org Troy Thurman, Program Specialist P: (573) 751-5997 E: email@example.com Nancy Capps, Program Representative P: (573) 522-4094 E: firstname.lastname@example.org Main Phone: (573) 751-4905 Fax Number:(573) 522-1908 Address: MO Department of Public Safety Attn: CJ/LE PO Box 749 1101 Riverside Drive Jefferson City, MO 65102
TRAINING OUTLINE • General Information • Grant Guidelines • Application Instructions • WebGrants • Post-Application Information • Questions?
SOURCE OF FUNDS • February 26, 1988 • New York Police Officer, Edward R. Byrne was on detail protecting a witness who agreed to testify in court against local drug dealers • Distracted by a knock on the passenger-side window • Shot 5 times in the head • Both gunmen, along with lookouts, fed the scene • Died from wounds at the age of 22 • Four assailants were captured six days after the murder and were eventually sentenced to 25 years to life • Edward Memorial Formula Grant (Byrne) created in Officer Byrne’s honor • Federal Administering Agency: • U.S. Department of Justice (DOJ), Office of Justice Programs (OJP), Bureau of Justice Assistance (BJA) • 42 U.S.C. 3751(a) - 2005: • Edward Byrne Memorial Justice Assistance Grant (JAG) Program combined the Edward Byrne Memorial Formula Grant (Byrne) and Local Law Enforcement Block Grant (LLEBG) Programs to streamline funding and grant administration. • Catalog of Federal Domestic Assistance (CFDA) #: 16.738
FUNDING Base Allocation + Formula Allocation (population & crime) Missouri Base Allocation <$10K Allocations >$10K Allocations JAG (Base $) Department of Public Safety (60%) Local Units of Government (40%) LLEBG (<$10K $) NOTE: These direct allocations (>$10K Allocations) are not eligible for JAG funds from MO DPS unless the project is multi-jurisdictional.
FEDERAL AWARD OVERVIEW • Federal Fiscal Year = October 1 to September 30 • State Fiscal Year = July 1 to June 30
FEDERAL GOVERNING DIRECTIVES • 42 U.S.C. 3750 Part E of Title I of the Omnibus Crime Control and Safe Streets Act of 1968 • Office of Justice Programs (OJP) Financial Guide: www.ojp.gov/financialguide/DOJ/ • Office of Management and Budget (OMB) Circulars: www.whitehouse.gov/omb/circulars_default • A-87: Cost Principles for State and Local Governments • A-102: Uniform Administrative Requirement for Grants-in-Aid to State and Local Governments • Title 2 CFR Part 200 Subpart F (§200.500 et seq.): Audit Requirements • Title 28 CFR Part 69 (§69.100 et seq.): Restrictions on Lobbying • Title 28 CFR Part 23 (§23.1 et seq.): Criminal Intelligence Systems Operating Policies • Executive Order 12549: Debarment and Suspensions • Variety of other federal laws, rules, and guidance
ELIGIBLE APPLICANTS • Any state or local unit of government • Except those eligible for a direct FY 2016 JAG award, unless submitting for a multi-jurisdictional project • Refer to Appendix A of the 2017 JAG Non-Drug Task Force Solicitation, page 57 • Non-profit or for-profit organizations are not eligible • Law enforcement agencies must apply through their respective local unit of government (pass-thru agency) • Jurisdictions currently served by a grant-funded task force should request resources through the established task force • Separate application for each “project”
STATUTORY REQUIREMENTS Law enforcement agencies must be in compliance (and remain in compliance) with the following state statutes: • Section 43.505 RSMo: Uniform Crime Reporting (UCRs) • Section 590.650 RSMo: Racial Profiling Reporting • Section 513.653 RSMo: Federal Forfeiture Report • Section 590.700 RSMo: Recording of Custodial Interrogation • Section 43.544 RSMo: Forwarding Intoxication-Related Arrest Information
STATUTORY REQUIREMENTS Prosecutor offices must be in compliance (and remain in compliance) with the following state statutes: • Section 43.544 RSMo: Forwarding Intoxication-Related Charge Information
ELIGIBLE PROGRAM AREAS • Law Enforcement • Prosecution & Court • Prevention & Education • Corrections & Community Corrections • Drug Treatment • Planning, Evaluation, & Technology Improvement • Crime Victim & Witness Programs
ELIGIBLE BUDGET CATEGORIES • Personnel • Personnel Benefits • Personnel Overtime • Personnel Overtime Benefits • Travel/Training • Equipment • Supplies/Operations • Contractual
ALLOWABLE COSTS • Allowable costs include, but are not limited to: • Salaries & Benefits • Overtime & Benefits • Training & Travel Costs • Fleet Fuel/Mileage • Equipment • Office Furniture • Vehicle Lease or Purchase • Vehicle Insurance • Office Telephones • Cell Phones • Internet Service • Postage • Office Supplies • Office Rent • Utilities • Printing • Training Materials • Membership Dues • Consultant Services
UNALLOWABLE COSTS • In part based on OJP Financial Guide, Part III, Chapter 3.13 • In part based on DPS-imposed liabilities • Unallowable costs include, but are not limited to: • Acquisition of Real Property • Aircraft (excluding police helicopters) • Alcohol/Bar Charges • Bonuses or Commissions • Canines and Canine Expenses • Compensation of Federal Employees • Confidential Funds • Construction/Renovation Projects • Consultant Rates over $650/day • Entertainment Expenses • Finance Fees/Late Charges • First Class Travel • Less than Lethal Weapons • Lobbying or Fundraising • Military-type Equipment • Non-Compliant Mobile Radios • Personal Incentives for Employment • Pre-Paid Fuel or Phone Cards • Push Bumpers • Radar Guns • Spikes/Stop Sticks • Tasers • Vehicles (excluding police cruisers) • Vessels (excluding police boats) • Weapons and Ammunition
PROJECT PERIOD • Project Period: July 1, 2017 to June 30, 2018 • 12 month project period • No requests to extend this project period • Any funds not used will lapse • Funds obligated within the project period • Activities occurring before the project period start date or after the project period end date are not allowable • Must pro-rate expenses where necessary • Funds expended within 60 days of project period end • Funds disbursed monthly (reimbursement)
GENERAL APPLICATION GUIDELINES • Solicitation released Friday, March 10 , 2017 • DPS JAG website: http://dps.mo.gov/dir/programs/cjle/jag.php • DPS WebGrants Funding Opportunity: https://dpsgrants.dps.mo.gov • Applications must be submitted online in WebGrants • Paper applications will not be accepted • Applications due by 5:00 p.m. on Friday, April 7, 2017 • WebGrants will not accept late applications - - start early!
HOW TO APPLY • Applicant must be registered within WebGrants to access the grants management system and funding opportunity • The JAG Non-DTF Application has 18 components (forms); each component must be “Marked Complete” to submit the application • Each form has required fields indicated by a red asterisk (*) ; form can be saved without each field containing data but form cannot be marked complete without each required field containing data • Form and field instructions have been provided to aid in the completion of each form • Use the JAG Solicitation and the WebGrants form instructions to aid in the completion and submission of an application; re-read the form instructions and the information provided to ensure relevance and completeness • Do not use CAPS when filling out the application forms!!
STEP #1 – LOGIN or REGISTER New Organizations: click the ‘Register Here’ link; refer to page 9 of the 2017 JAG Non-DTF Solicitation Returning Users or Organizations: enter UserID and Password
INSTRUCTIONS MODULE Provides general system instructions – does not provide JAG application instructions!
STEP #2 - MY PROFILE MODULE • Maintain personal contact information • Click “Edit” on the toolbar to update • Do not edit and re-use a person’s profile for a new employee
MY PROFILE MODULE cont’d • Access Alert History and create Alerts • “Alert History” will display all emails sent to the profile • “My Alerts” create alerts (as a grant contact, you will automatically receive all the alerts so this module is not beneficial)
ALERTS • Two types of notifications: • Automated alerts triggered on application and grant phases (e.g. status change, submission, negotiation, approval, not approved) • Mass distribution list emails from DPS staff (e.g. reminders, updates, training notices) • Alerts/Notifications are sent from email@example.com • Add to safe sender list or a contact list to avoid being treated as junk/spam • Do not overlook these alerts as they can contain important and time-sensitive information • While the record is in the “My Applications” module, only the Primary Contact receives system-generated alerts • While the record is in the “My Grants” module, the Primary Contact and Additional Grantee Contacts, as applicable, receive system-generated alerts
MY PROFILE MODULE cont’d • Reset Password • Allows the user to change their password; recommended for users with unsecure passwords or difficult to remember passwords
MY PROFILE MODULE cont’d • Maintain organization’s information • Click the organization “Name” in the Associated Organizations table to access this page • Click “Edit” on the toolbar to update • Do not change the Applicant Agency name as it affects award documents and reports
MY PROFILE MODULE cont’d • Add Registered Users • Add only if individual is not already a registered user • Notify DPS to add if individual is already a user associated with a different grant • Notify DPS via the “Correspondence” component of WebGrants if you add a new individual • Remove registered users • Notify DPS via the “Correspondence” component of WebGrants if you need an individual removed; must use the Change of Information Form • Do not delete a registered user yourself; the individual is not automatically removed from the General Information form as a grantee contact or from the Distribution List
FUNDING OPPORTUNITY MODULE • Displays funding opportunities posted by the Department of Public Safety • Criminal Justice/Law Enforcement Unit • Crime Victim Services Unit • Juvenile Justice Unit • Office of Homeland Security • Check the DPS website for a calendar of scheduled funding opportunities releases
MY APPLICATIONS MODULE Consists of two “areas”: Current Applications: • Editing – application has been started (but not yet submitted) by the applicant • Submitted – application has been submitted by the applicant • Under Review – application has been assigned for review • Correcting – application is being edited by the applicant • Approved – application has been approved, following any necessary revisions by the applicant Archived Applications: • Editing – application was started by the applicant but never submitted prior to the close of the funding opportunity • Withdrawn – application has been withdrawn from consideration by the applicant (or the grantor per request by the applicant) • Awarded – subaward documents being signed by grantee and grantor • Not Awarded – application has not been approved (reasoning recorded in the “Feedback” section at the very bottom of the application
MY GRANTS MODULE Consists of three “areas”: Current Grants: • Awarded – subaward documents being signed by grantee and grantor • Underway – application officially becomes a grant • Suspended – grant has been “frozen” due to delinquent reporting and/or inappropriate activities Closed Grants: • Closed – grant has been closed by grantor • Archived – grant has been archived by grantor Claims: • Displays all Claims that have been created but not yet submitted
STEP #3 – FIND FUNDING OPPORTUNITY Select “Funding Opportunities” from the Main Menu Select the appropriate “Opportunity Title” from the list of posted grants
STEP #4 - CREATE APPLICATION Funding Opportunity screen includes: • General Information • Description • Attachments • Website Links • Copy Existing Application: • can be used by organizations reapplying for funds under the JAG program area • application is created with same information supplied for the selected application (if the same forms are used) 2. Start a New Application: • must be used by organizations that have not applied under the JAG program area • application is created with no existing data MAKE SURE IF COPYING AN EXISTING APPLICATION, TO COPY FROM THE SAME PROGRAM AREA!! ALSO, IF COPYING AN EXISTING APPLICATION, BE PATIENT AND DO NOT CLICK SAVE MORE THAN ONCE!
FORM #1: GENERAL INFORMATION • Complete the form: • Primary Contact: select from the drop-down box, which will pre-populated based on name of the individual associated with the login information. • This individual will be the recipient of emails during the application, review, and negotiation phases. • Project Title: enter a brief descriptive title for the proposed project. If the application is a continued project, use the same project title from past years. • Do not use the grant or funding opportunity name! • Organization: select from the drop-down box, which will pre-populate based on the organization associated with the selected primary contact person. • Click “Save” when completed • Review the form • Click Edit to make changes and/or click the “Go to Application Forms” link to continue
STEP #5 – COMPLETE FORMS The ‘Application Forms’ screen displays all the application forms for JAG. The ‘Complete’ column will track the completion of each form. The ‘Last Edited’ column will track any changes to each form. Each form must be ‘marked complete’ before the application may be submitted. A checkmark in the ‘Complete’ column will not prevent you from making edits.
FORM #2: CONTACT INFORMATION • Complete the entire form as indicated: • Authorized Official (AO) – the individual that has the ability to legally bind the applicant agency in a contract • Project Director (PD) – the individual that will have direct oversight of the proposed project • Fiscal Officer (FO) – the individual who has responsibility for accounting and audit issues at the applicant agency level • Officer in Charge (OIC), if applicable – the individual that will act as the supervisor of the proposed project, if different than the PD above • Click “Save” when complete • Review for accuracy • If revisions are necessary, click “Edit” and then re-save when completed • Click “Mark as Complete” when the data is complete Check yourself… Is each individual identified correctly? Is the contact information current and accurate?
FORM #3: PROJECT SUMMARY • Complete the entire form as indicated: • Application Type – select ‘New’ or ‘Continuation’ • Current Subaward Number(s) – leave blank if ‘New’ or enter your 2016 JAG subaward number if ‘Continuation’ • Program Category – select purpose area • Project Type – select ‘Statewide’, ‘Regional’, or ‘Local’ • Geographic Area – enter general service area • Brief Summary – enter brief description of proposed project and costs • Program Income – select ‘Yes’ or ‘No’ • Click “Save” when complete • Review for accuracy • If revisions are necessary, click “Edit” and then re-save when completed • Click “Mark as Complete” when the form is complete Check yourself… Is the form current and accurate?
FORM #4: BUDGET • Complete the Budget: • To create new budget lines, click “Add” for the appropriate category • To edit an existing budget line, click on the blue hyperlink of the budget item, make the changes, and click “Save” • To delete an existing budget line, click on the blue hyperlink of the budget item and click “Delete” • DO NOT LEAVE $0 BUDGET LINES! • Complete the Budget Justification • To enter or edit, click “Edit” • Click “Save” when completed • Review for accuracy • Click “Mark as Complete” when the form is complete Check yourself… Are the budget lines clearly labeled? Is the basis for cost estimate clearly identified for each budget line? Does the budget justification address each cost item and provide all requested information?
FORM #5: BRIEF HISTORY OF PROJECT AGENCY • Provide the requested information: • Brief “history” of Project Agency • Description of services provided by the Project Agency • Click “Save” when complete • Review for accuracy • If revisions are necessary, click “Edit” and then re-save when completed • Click “Mark as Complete” when the form is complete Check yourself… Did you provide a brief overview of the project agency (e.g. Sheriff’s Office, Police Dept., Prosecuting Attorney’s Office, State Department)? Did you provide a description of the services provided by the project agency (e.g. 24/7 policing, DARE or SRO, jail/detention center, crime laboratory, drug court, cold case unit, domestic violence unit)? Does the information provide DPS with a basic understanding of the project agency?
FORM #6: STATEMENT OF PROBLEM • Provide the requested information: • Identify problem references • Include facts and statistics • Identify existing resources, demographic or geographic specifications, etc. • Click “Save” when complete • Review for accuracy • If revisions are necessary, click “Edit” and then re-save when completed • Click “Mark as Complete” when the form is complete Check yourself… Are the problem references clearly identified and relative to the proposed project? Did you include facts and/or statistics to support the problem references? Are the facts and statistics current? Did you demonstrate a need for funding?
FORM #7: GOALS & OBJECTIVES • Provide the requested information: • Identify the goals (desired results) and objectives (intermediate steps to achieve goals) of the project • Click “Save” when complete • Review for accuracy • If revisions are necessary, click “Edit” and then re-save when completed • Click “Mark as Complete” when the form is complete Check yourself… Is the form clearly outlined? Are the goals clearly stated, realistic, and achievable? Are the objectives measurable (e.g. deadline, timeline, quantity) and achievable?
FORM #8: TYPE OF PROGRAM • Provide the requested information: • Identify the project’s purpose area • Define the services to be provided by the project • Indicate who will provide the services • Describe how the services will be offered • If the project is multi-jurisdictional, identify 1) the number of agencies associated with the project and 2) the total number of personnel working on the project • Click “Save” when complete • Review for accuracy • If revisions are necessary, click “Edit” and then re-save when completed • Click “Mark as Complete” when the form is complete Check yourself… Is the information current? Is adequate information provided to understand the project’s purpose area and the project’s intended services?
FORM #9: PROPOSED SERVICE AREA • Provide the requested information: • Identify geographic area to be served • Details to easily locate the service area within the state • Total population in service area • Other geographic details (as applicable) pertinent to the service area • If the project is multi-jurisdictional, list the names of each agency that signed the MOU, as well as the names of other areas/agencies that will be served but have not signed the MOU • Click “Save” when complete • Review for accuracy • If revisions are necessary, click “Edit” and then re-save • Click “Mark as Complete” when the form is complete Check yourself… Is the information current? Is adequate information provided to easily locate the jurisdiction(s) within the state? If the project is multi-jurisdictional, does the list of member agencies match up with the MOU? If the project is multi-jurisdictional are the names of agencies easily identified as either being signing or non-signing?
FORM #10: PROJECT IMPLEMENTATION • Provide the requested information: • If the project is “new”, explain the steps that will be taken to implement the project with the resources requested. • If the project is a “continuation”, explain how current efforts will be continued and/or action will be taken to add additional services/activities. • Click “Save” when complete • Review for accuracy • If revisions are necessary, click “Edit” and then re-save when completed • Click “Mark as Complete” when the form is complete Check yourself… Is the information current? Is adequate information provided to understand how the project will either be implemented or will continue operating?
FORM #11: SUPPLANTING • Provide the requested information: • Describe if other funds are available for the project. If so, address why JAG funds are being requested. • Address any existing costs and the status of its current fund source. • Address program income, if such is possible. • Click “Save” when complete • Review for accuracy • If revisions are necessary, click “Edit” and then re-save when completed • Click “Mark as Complete” when the form is complete Check yourself… Is the information current? If other funds are available, have you addressed why they cannot be used for this project? Program Income? If there are existing costs, have you addressed when and why the current fund source will cease?
FORM #12: COMMUNITY IMPACT • Provide the requested information: • Describe how the project will affect the community(s) being served • Describe how the project will affect the public safety and crime-related issues in the community(s). • Click “Save” when complete • Review for accuracy • If revisions are necessary, click “Edit” and then re-save when completed • Click “Mark as Complete” when the form is complete Check yourself… Is the information current and accurate? Does the information provided tie back to the community and the citizens in that community?
FORM #13: EVALUATION PROCEDURE • Provide the requested information: • What type(s) of data will be collected? • Who will evaluate the data? • How often will the collected data be evaluated? • Click “Save” when complete • Review for accuracy • If revisions are necessary, click “Edit” and then re-save when completed • Click “Mark as Complete” when the form is complete Check yourself… Is the information current and accurate? Is adequate information provided to clearly identify if, and how, the project will be overseen to ensure success and make adjustments when necessary?
FORM #14: REPORT OF SUCCESS • Provide the requested information: • If the project is “new”, enter N/A • If the project is a “continuation”, re-state the goals and objectives from the 2016 JAG application and clearly identify the results of those expectations. • Click “Save” when complete • Review for accuracy • If revisions are necessary, click “Edit” and then re-save when completed • Click “Mark as Complete” when the form is complete Check yourself… Is the information clearly outlined? Is the information current? Is the result of the expectations clearly identified?